Hi Sarah,
As Suzy has mentioned the process is the prime concern so make sure you spend time defining the rules properly.
From a technical perspective you also need to consider a couple of things
- do you have an edm or an edrm system? The controls and functionality are likely to be different so you need to understand what technical assistance your system can provide in ensuring the contracts retain integrity etc
- are you going to OCR your contracts when you go through the scanning process? My recommendation would be a yes as it has great value for your users but you need to make sure that you have the appropriate process in place for validation etc
Good luck
Paula
Paula J Smith, ARIM, MSc
Team Leader, IM
Techtonics Group Ltd
021 290 0830
Www.techtonics.co.nz
Sent while mobile
On 4/02/2012, at 2:31, "Suzy Taylor" <[log in to unmask]> wrote:
> Hi Sarah
>
> You'll need to look at BSI 10008:2008 and the compliance workbook that goes with it. The better your processes comply with the standard, the more legal weight they will have.
>
> We have fully completed the workbook and routinely scan and dispose of hard copy contracts.
>
> Regards
>
> Suzy
>
> Suzy Taylor
> Information and Records Manager
> New College Durham
> Framwellgate Moor
> Durham
> DH1 5ES
>
> 0191 3754422
> [log in to unmask]
>
> .
>
> -----Original Message-----
> From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Sarah Arnold
> Sent: 02 February 2012 09:11
> To: [log in to unmask]
> Subject: Scanning contracts
>
> Hi,
>
> I have been asked to consider scanning signed contracts into an EDM system, with a view to disposing of the originals afterwards.
>
> Does anyone on the list have experience of scanning signed contracts into an EDM system?
>
> Did you feel confident enough in your EDM implementation to then dispose of the paper originals? If not, why not?
>
> All opinions and advice appreciated.
>
> Thanks,
>
> Sarah Arnold
> Records Manager
> Portsmouth University
>
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